Filing management system is undoubtedly an integral part of any business. No matter whether you are associated with a small scale business or a large scale organisation, you have to deal with thousands of documents. Although initially it seems to be possible to manage the documents manually, gradually it becomes an absolutely overwhelming process. This is where a smart solution like enterprise document management system plays a crucial role. These sophisticated software help scan and store documents of different types. Moreover, they act as central repositories in which one can store varied documents in an organised way. This also ensures easy and fast retrieval process, helping the users find a particular document as and when they need it.
Undoubtedly, a smartly designed office file management system helps perform a lot of actions. In fact, the varied utility is what helps make the document management software so popular. Wondering what are the different actions that you can perform using a document management solution? Below is a brief list:
Advanced search system
Since an enterprise document management system helps store a wide number of documents, it’s important to have an advanced search mechanism readily available. This ensures the users can find the required document just by typing its title in the search box. In fact, there are many software that ensure content search.
For any and every business, privacy is undoubtedly the most important concern. You have to deal with some documents that contain the mission-critical business data. Quite obviously, you would like to restrict the access to those crucial documents. You can easily and safely do this with the help of an advanced document management software. With this feature, you can ensure that only those who are authorised to access the document are able to it. Even if there is an attempt to access the document illegally, you will get a notification about it, so that you can take necessary precautionary measures.
While saving a document in an office file management system, you must be ready to handle multiple edits. Since one single document can be accessed by multiple users, there is a high chance that the document will be edited several times. This is where a feature like version control proves to be of great help. It ensures the administrator can keep track of all the edits that have been made to the document. It also helps the administrator have an idea about the activities of the other employees. Moreover, this feature ensures that all the different versions of documents are available for the administrator to check out. After going through all the versions, he can keep the version of his choice.
These are some of the most vital functions that can be performed using an advanced document management (or office file management) software.